Owner: HR Lead (Anam Mahmood) + Head of Delivery (HoD — Hamza Tasneem)
Contributors: CEO (senior staff reviews + approval) · PM (delivery data) ·
Account Lead (client perspective inputs)
Department: D4 — Delivery (governed jointly with D6 HR)
Entity: PrivateAI
Status: v1.0 · Reviewing
Version: 1.0 | Last updated: 2026-07-18
What this workflow does: Governs how all delivery team members — AI Engineers,
AIe Specialists, AIc Specialists, PMs, and Account Leads — are evaluated, developed,
and supported throughout their time at PrivateAI. Covers bi-annual performance
reviews, individual development plans, ongoing feedback, and the link between
performance data and placement decisions (DEL-05).
What triggers it: Three triggers:
| Trigger | Type | Timing |
|---|---|---|
| Bi-annual review cycle | Scheduled | January and July each year |
| Probation completion | Milestone | End of probationary period (per employment agreement) |
| Performance concern identified | Ad hoc | As identified by HoD or PM during any engagement |
What it produces: A completed Staff Performance Review (DEL-11-DOC-01) and
an Individual Development Plan (DEL-11-DOC-02) per team member per cycle — with
agreed development goals, logged in Jira, and feeding into DEL-05 placement
decisions.
Why it matters: The quality of delivery is determined by the capability and
engagement of the delivery team. A structured, fair, and forward-looking performance
process — one that gives team members clear feedback, development investment, and
recognition — is what retains the best people and continuously raises the bar.
⚠️ CEO involved — senior staff reviews. CEO conducts and approves performance
reviews for senior delivery staff. HoD confirms which roles are classified as
senior before each review cycle begins.
| Role | Department | Responsibility | CEO? |
|---|---|---|---|
| HR Lead | D6 | Review cycle coordination · DEL-11-DOC-01 and DOC-02 template management · People Register updates · probation tracking | No |
| HoD | D4 | Primary delivery performance assessor · facilitates all reviews except senior staff · signs off all DEL-11-DOC-01 reports · feeds placement decisions | No |
| PM | D4 | Provides delivery data inputs — Jira metrics, hours accuracy, board hygiene, blocker management | No |
| Account Lead | D4 | Provides client perspective inputs for AIe and AIc specialists | No |
| CEO | D6 | Conducts and approves performance reviews for senior delivery staff | Yes — senior |
Every team member is assessed across five dimensions. Weighting may vary by role.
| Dimension | What is assessed |
|---|---|
| Technical quality | Quality and accuracy of work produced · adherence to design briefs and acceptance criteria · code/workflow/documentation standards |
| Delivery reliability | Meeting commitments and deadlines · hours accuracy · Jira board hygiene · blocker communication |
| Client impact | Client satisfaction signals · communication quality · professional conduct · escalation frequency |
| Team contribution | Knowledge base contributions (DEL-07) · retrospective participation (DEL-10) · support of colleagues · reachback panel support |
| Growth and learning | Progress against prior IDP goals · new skills developed · initiative taken · self-improvement actions |
Step 1 — Announce review cycle and confirm senior classification
Step 2 — Data collection
Step 3 — Self-assessment
Step 4 — Schedule review sessions
Step 5 — Conduct review session
| Section | Time | Content |
|---|---|---|
| 1. Self-assessment review | 10 min | Team member walks through their self-assessment |
| 2. Performance data review | 10 min | HoD/CEO walks through the pre-review data pack |
| 3. Five dimensions assessment | 15 min | Structured assessment against each dimension |
| 4. Prior IDP goals review | 10 min | How did the team member perform against last cycle's goals? |
| 5. Development discussion | 10 min | What does the team member want to develop? What does HoD recommend? |
| 6. Overall rating and feedback | 5 min | Overall performance rating confirmed · key feedback summarised |
Overall performance ratings:
| Rating | Definition |
|---|---|
| Exceeds expectations | Consistently delivers above what is required across most dimensions |
| Meets expectations | Reliably delivers what is required — the standard expected |
| Developing | Making progress but not yet fully meeting expectations in key dimensions |
| Below expectations | Not meeting the required standard — improvement plan needed |
Step 6 — Complete DEL-11-DOC-01 (Staff Performance Review)
Step 7 — Build DEL-11-DOC-02 (Individual Development Plan)
Step 8 — Log IDP milestones in Jira
Step 9 — Update People Register and DEL-05 placement record
Step 10 — Mid-cycle check-in (3 months after review)
Step 11 — Performance concern identified
| Doc ID | Name | Owner | Notes |
|---|---|---|---|
| DEL-11-DOC-01 | Staff Performance Review | HoD / CEO | One per team member per cycle |
| DEL-11-DOC-02 | Individual Development Plan | HoD + team member | Co-created · 6-month goals |
| Tool | How it's used | Agent-ready |
|---|---|---|
| Google Workspace | DEL-11-DOC-01 reviews · DEL-11-DOC-02 IDPs · self-assessment form · mid-cycle notes | Yes — API + MCP |
| Google Calendar | Review session scheduling | Yes — API + MCP |
| Google Meet | All review sessions | Yes |
| Jira | Delivery data source for data pack · IDP goal tracking | Yes — confirmed |
| DEL-06-DOC-01 | Incident log — input to performance data pack | Yes — API + MCP |
| DEL-07-DOC-01 | Knowledge base contribution count — input to team contribution dimension | Yes — native |
| CS-05-DOC-01 | Client health scorecard — client perspective input for AIe/AIc | Yes — API + MCP |
| Discord | Review cycle announcement · check-in reminders | Yes — API |
| n8n | Planned: review cycle reminder · IDP deadline alert | Yes — native |
Senior vs standard review (Step 1)
| Classification | Review facilitator | CEO attends? |
|---|---|---|
| Senior delivery staff | CEO facilitates | Yes |
| Standard delivery staff | HoD facilitates | No |
Overall performance rating (Step 5)
| Rating | Immediate action |
|---|---|
| Exceeds expectations | Recognise · discuss growth opportunity · update DEL-05 bench profile |
| Meets expectations | Continue · update IDP · standard next cycle |
| Developing | Focused IDP goals · HoD check-in monthly · flag to CEO |
| Below expectations | Formal improvement plan → feeds OPS-H01b if no improvement |
Performance concern severity (Step 11)
| Severity | Action | Owner |
|---|---|---|
| Minor | Coaching and monitoring · no formal record | HoD |
| Significant | Formal improvement plan · 30-day follow-up review | HoD + HR Lead |
| No improvement after plan | OPS-H01b performance-based offboarding path | HR Lead + HoD + CEO |
| Scenario | How to handle | Escalation |
|---|---|---|
| Team member misses review session | Reschedule within 5 business days. If second no-show → HoD flags as a concern. | HoD |
| Team member disputes performance rating | HR Lead consulted. Disagreement documented in DEL-11-DOC-01. If unresolved → CEO mediates. | HR Lead → CEO |
| CEO unavailable for senior review | Defer senior review by maximum 2 weeks. Senior reviews cannot be delegated to HoD. | CEO to confirm availability |
| Performance concern surfaces during active client engagement | HoD manages the concern without disrupting the client engagement. Specialist is not removed unless a DEL-06 Critical flag is triggered. | HoD — balanced approach |
| Team member on extended leave during review window | Review deferred until return. IDP extended accordingly. | HR Lead + HoD |
| IDP goals become irrelevant mid-cycle | HoD and team member agree to revise at mid-cycle check-in. Document change in DEL-11-DOC-02. | HoD |
| Metric | Type | Target |
|---|---|---|
| Performance reviews completed on schedule (%) | Process | 100% — both cycles per year |
| IDPs in place for all active delivery staff (%) | Leading | 100% |
| Mid-cycle check-ins held within 3 months of review (%) | Process | 100% |
| IDP goals completed by due date (%) | Leading | ≥ 80% |
| Performance reviews completed within review window (%) | Process | 100% |
| DEL-11-DOC-01 filed within 48h of session (%) | Process | 100% |
| People Register updated post-review (%) | Process | 100% |
| Step | Current state | Suggested automation | Tool | Effort |
|---|---|---|---|---|
| Step 1 — Review cycle announcement | Manual Discord message | n8n: 4-week pre-cycle trigger → auto-send review cycle announcement to delivery team → create scheduling tasks in Jira | n8n + Discord + Jira | Low |
| Step 2 — Data pack preparation | Manual (PM compiles from multiple sources) | n8n: review cycle triggered → auto-pull Jira hours, incident flags, DEL-07 contribution count → compile draft data pack | n8n + Jira + Google Docs | Medium |
| Step 8 — IDP deadline alerts | Manual | n8n: 2 weeks before IDP goal due date → Discord reminder to team member and HoD | n8n + Jira + Discord | Low |
| Step 10 — Mid-cycle check-in reminder | Manual | n8n: 3 months after review date → Discord reminder to HoD to schedule mid-cycle check-in | n8n + Jira + Discord | Low |
Upstream (feeds DEL-11):
Downstream (DEL-11 feeds into):
| Version | Date | Description | Author |
|---|---|---|---|
| 1.0 | 2026-07-18 | Initial release — bi-annual review cycle, five performance dimensions, DEL-11-DOC-01 review report, DEL-11-DOC-02 IDP, mid-cycle check-in, ad hoc performance concern pathway, CEO mandatory for senior staff reviews, DEL-05 placement link. | Hamza Tasneem (HoD) + HR Lead |